Overview
Administrative Assistant Jobs in Portland, OR at Platt
Description:
**Please note that we will follow-up to your application via email. Often those emails are captured in Junk Mail. Please check your email frequently for communication from us regarding your application.**
Are you a self-motivated and highly resourceful person who is capable of dominating the markets we serve? Do innovation, information, and teamwork excite you? Are you an avid learner who is always looking to improve?
TOK is seeking a talented Office Manager who will be responsible for office management and the overall operation of the front desk area.
Who We Are:
Locally and independently owned company founded in 1991.
The leading commercial real estate firm in Idaho.
Voted by our employees as one of Idaho’s Best Places to Work for eighteen (18!) consecutive years. We encourage you to join our team and see why!
As the Office Manager, a typical day includes performing these essential duties and responsibilities:
Implement and refine policies and procedures related to Front Desk Admin and general office management.
Responsible for office management operations including (but not limited to): work station and office moves/needs, office furniture layouts and ordering, parking coordination, meeting scheduling and coordination (including food orders), and office access/keys.
Maintain and order company office and kitchen supply inventory for all TOK offices.
Coordinate client relations needs: respond and distribute real estate inquiries and brokerage leads, coordinate Advisory Board, and company meetings.
Provide administrative support to VP of Operations, Director of Operations, Managing Partner and Sales Managers as needed.
Assist with the setup and administration of professional licenses, including but not limited to business entity licenses and real estate agent licenses.
Maintain company travel calendar and coordinate travel arrangements. Occasional travel may be needed.
Oversight (and covering as needed) of Front Desk daily operations:
Provide legendary customer service to all, whether greeting someone in person, answering the multi-line phone and messaging system, or responding to written queries.
Maintain appearance of TOK lobby, conference rooms and kitchen area used by all employees and frequented by guests.
Collect and sort incoming mail.
Distribute deliveries in a timely, confidential manner.
Submit courier requests and distribute courier receipts as needed and ensure picked up by end of the day.
Process all outgoing FedEx requests.
Provide administrative support to various departments including Marketing, Brokerage, Property Management, and other Corporate Services as needed.
Manage large company mailings.
Assist Accounting with processing receipt of invoices.
Assist with tenant and vendor certificate of insurance process.
Provide reliable and predictable attendance.
Requirements:
Essential knowledge, skills and abilities needed to succeed:
3 years minimum experience as administrative support in a high-volume office.
Some College strongly preferred. High School Diploma or equivalent required.
Strong attention to detail with the ability to be the face of the company throughout the day.
Ability to effectively communicate both verbally, as well as in writing.
Demonstrate proficient skill in the use of office equipment.
Demonstrate proficient skill in Microsoft Word, Excel, and Outlook.
Demonstrate the ability to maintain professional relationships with customers and staff while providing high levels of service by responding to issues, requests, or concerns in a timely manner.
Ability to successfully function as a team player while engaging in self-directed resourcefulness.
Ability to remain professional while occasionally working in stressful situations.
Valid Driver’s License and reliable transportation required.
Essential physical abilities required:
Must be able to remain in a stationary position at least 50% of the time, occasionally move about the office to access necessary materials, and operate a computer and other office machinery.
Must be able to effectively communicate with clients and team members, as well as be able to interpret instructions and exchange accurate information.
Must have sufficient visual and mental perception, which allows the employee to comprehend written work requirements, and determine necessary actions required to meet the finished product standards.
Must be able to lift and carry objects up to 30 pounds and work in an office environment that may require walking, bending, stooping, kneeling, crouching, and sitting for long periods of time.
This job description describes the general nature and level of work performed by employees, but is not a complete list of functions, skills, and expectations of employees.
Title: Administrative Assistant
Company: Platt
Location: Portland, OR
